review a questionnaire that has >500 rows

@rutica .....You may have to use multiple lists in this case. 

1. Create a list which has list of all your managers
2. Create another list which has list of all the questions (assuming each question is unique). This list will also have Delete, Keep & Update as number column
   1. Create a workflow in this list which will query all your managers from list 1 and using item properties of current item, it will create new items in list 3. Also create a column in list 3 to capture ID of list 2 item.
3. In list 3, create a workflow and trigger it when an item is created. Using review data, assign task to your managers. once they submit the form you can use query list # 2. Filter query with current item's "Parent List ID #" and get the current value of Delete, Keep & Update and add +1 (if it's checked) to the respective value.
4. When you send email notification to review task, also give the URL for new item form to list # 4 which you can use to review new questions. I'm assuming you need an option to gather new question which will go through some review process and then it will be decided to include or not.

Let me know if you have any questions.

@kunalpatel 

Wow, thanks so much for writing! I read thru your response several times. I think i'm not advanced enough in Nintex to pull that off though.

If there are 50 different managers, does your method involve creating 50 lists( (one list of questions for each manager)? I'm worried about the size of the site collection since the questionnaire is so large.

Thanks again for writing!

@rutica ....nope you don't have to create each 50 list for 50 manager. Just 4 list, see below:

• List 1:
  • Make Title column - not required
  • Create a people group column and add all your 50 managers in this list
• List 2:
  • This list will have all the questions
  • Create 3 more columns to capture count for Delete, Keep & Update
• List 3:
  • This will be your list from which your managers will get review task
  • For each manager in List 1 and for each question in List 2 you need to create a seperate item in this list. So, 50 managers x 500 questions = 2500 items
• List 4:
  • Provide a link of new item in when you send review notification email to the manager
  • If they want they can add new questions here
  • Later if your team thinks it's a good thing to have the question included in the questionarie then you can add it in list # 2

Of course you will have to build the workflow too to link all these pieces togther.

@kunalpatel 

Thanks again for writing.

You wrote: "So, 50 managers x 500 questions = 2500 items". 

But that would actually be 25,000 items (not 2500)! And I know a list gets unstable at > 5,000 items. I'm worried about the size of the site collection since we have limited space and the size of the list.

@rutica ...yes, I meant 25000 items. And no your list won't be unstable. That's 5000 limit doesn't mean you cannot have more than 5000 items in a list. You need to organize your list wisely by:

• Indexing some columns (mainly which you use to for filtering and grouping)
• Create different views to display less items e.g. Create a view so that just that particular manager can see items assigned to him only which will display only 500 items instead of 25000.
• You can also apply other filters and grouping
• You can restrict # of items it displays per page in a view

These steps will help you in reducing load on your list performance. If all these doesn't work for you then you can work with your SP Admins to increase the threshold limit in Central Admin but remember that it will be applicable to each and every lists you have in that web app and it should be your last option.